DEFINITIONS
These Terms & Conditions for delegates apply to every participant of e-Governance Conference 2019. To be held in Tallinn, Estonia from May 21-22, (hereafter referred to as “the conference”), organised by the e-Governance Academy (hereafter referred to as “the conference organisers”).
All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Eastern European Time zone currently in use.
CONFERENCE REGISTRATION
Registration application form is available at egovconference.ee (hereafter referred to as the website) where only fully completed registration forms will be accepted by the system. Filling the application does not guarantee entrance to the conference.
Registration and purchase of the ticket is successfully completed and entrance to the conference is guaranteed if:
- the organisers have sent a confirmation letter to the person who received a personal invitation from the organisers
- the organisers have sent a confirmation letter to the applicant within 5 working days after applicant has paid the participation fee (also referred as the ticket).
The organisers of the conference reserve the right to select recipients of the conference tickets according to the position and connection to the subject of the applicant. The decision of the organisers is final and is not subject to appeal. The organisers are not obliged to provide any explanation for rejecting applicants.
Registrations with personal invitation from the organisers will be processed and confirmed first. If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
METHODS OF PAYMENT & CANCELLATION POLICY
Full payments in EUR ( € ) should be made in advance and using a credit card or by bank transfer according to the information received in the confirmation letter.
Notice of cancellation must be made in writing by email to the organisers. The cancellation will not be effective until a written acknowledgement from the organisers is received. Registration fees may be refunded as follows:
Written cancellation received:
– before April 20, 2019:  75% refund
– between April 19 and May 9, 2019:  25% refund
– from May 10, 2019:   no refund
Fees will be refunded to the same account they were received from.
By registering to the conference participants agree that neither the organising committee nor eGovernance Academy assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance.
All personal data for receiving the payment is processed by e-Governance Academy and forwarded to authorised credit card processing service provider Maksekeskus AS.
CANCELLATION OF THE CONFERENCE
In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
MODIFICATION OF THE PROGRAMME
The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.
NAME BADGE
The conference name badge, received upon arrival, must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organiser.
VISA REQUIREMENTS
SCHENGEN VISA
When arriving to Estonia from outside the Schengen area, all delegates must present a valid passport with the appropriate visa (if required). It is not possible to apply for a visa at the border. Delegates who need to apply for a visa must do so in their country of residence. Estonia is part of the Schengen area. The following website shows which countries’ passport holders need to apply for a Schengen visa and provides information about the application process: http://vm.ee/en/node/6978.
A visa invitation letter will only be provided to confirmed participants.
DATA PROTECTION AND SHARING OF CONTACT DETAILS
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.
The organisers (e-Governance Academy) will collect and store all personal data for the preparation and execution of the e-Governance Conference 2019.
The organisers will share details of concerned delegates with state authorities if required for VISA procedures.
The organisers periodically send e-mails to participants for information purposes. Email contact details of delegates will not be passed on to third parties. Participants may opt out of these emailings at any time. This will not affect official correspondence from the conference secretariat.
LIABILITY
The liability of the conference organisers (e-Governance Academy) – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the organisers.
FULFILMENT AND JURISDICTION
The terms of this contract shall be fulfilled in Tallinn, Estonia and, in the event of any legal claims arising from either party, Tallinn, Estonia shall be the sole court of jurisdiction.